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Integrated Protection Services Clerk
2 months ago
We are seeking a highly organized and detail-oriented Clerical Support Specialist to join our Integrated Protection Services team at Fraser Health Authority. As a key member of our team, you will provide administrative support to our portfolio, ensuring the smooth operation of our services.
Responsibilities- Provide clerical support to the assigned IPS portfolio, including distributing and recording parking passes, photo ID, and payment for parking passes from physicians, residents, and other specified groups.
- Process parking and/or photo ID applications and coordinate employee deductions with Payroll; forward complaints to the Manager or designate for resolution.
- Receive payments for parking and/or photo ID from staff, residents, physicians, and other specified groups; enter information into a journal, balance, and summarize information in the journal and accounts by matching and checking payments received by each person.
- Reconcile accounts by matching account information such as payments received, refunds, and/or invoices issued; identify and trace account differences and prepare adjustment information.
- Follow up on delinquent accounts by contacting internal departments and/or external agencies; respond to written correspondence and telephone contact with staff and others on payment issues; escalate unresolved issues to the Manager or designate for follow-up.
- Contact appropriate internal departments and outside agencies by telephone and/or written correspondence for the purpose of forwarding information they require to resolve routine parking violations or record discrepancies; refer any problems to designated IPS staff, as required.
- Type technical and non-technical material such as correspondence, memos, agendas, minutes, statements, billings, and spreadsheets using applicable software applications; set up and maintain departmental filing systems for a variety of records such as correspondence and parking records by creating and labeling files, developing forms, indexing materials, and filing.
- Maintain office equipment and office supplies according to predetermined levels by preparing purchase orders for signature, completing requisitions for office equipment repairs, and forwarding approved requisitions to appropriate personnel.
- Provide reception services such as answering/directing incoming calls, taking messages, answering routine inquiries, and providing general information; refer non-routine concerns to appropriate IPS staff, as per established procedures.
- Process incoming and outgoing mail by opening and date-stamping material, forwarding to appropriate personnel, and preparing outgoing mail for pickup; arrange meetings/special functions, as directed by booking meeting rooms, contacting appropriate personnel, typing and circulating notices and/or agendas from draft; record and distribute meeting minutes.
- Maintain and compile statistics such as vehicle break-ins and violation notices by receiving information, entering data, and producing documents for review using database, spreadsheets, and word processing software; and process payroll time sheets as required.
- Perform other related duties as assigned.
Grade 12, successful completion of a recognized accounting course, and two (2) years' recent, related experience or an equivalent combination of education, training, and experience.
Ability to keyboard at 45 wpm, ability to communicate effectively, both verbally and in writing, ability to deal with others effectively, physical ability to carry out the duties of the position, ability to organize work, and ability to operate related equipment.
